Administrative Assistant - On Site, Calendar & Invoicing

Kimley-Horn; Pittsburgh (Allegheny County); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Retirement plan

Health coverage

Time off

Tuition reimbursement

New parent leave

Childcare resources

Job summary

Kimley-Horn is seeking an Administrative Assistant to join our Pittsburgh, PA team. This non-remote role supports client proposals, project documents, and routine office operations. You will manage calendars, travel, invoicing, and reception while coordinating with other staff and leaders.

We value confidentiality, professionalism, and strong communication. The position emphasizes organization, accuracy, and readiness to assist with events and office needs in a dynamic environment.

Qualifications

• 2+ years in a corporate environment in an Administrative role.
• Strong verbal and written communication; grammar and proofreading.
• Proficiency in MS Office Suite.
• Professional, organized, client-oriented, and deadline-driven.
• Proven ability to maintain confidentiality.
• Able to anticipate needs and manage competing priorities.
• Self-starter in a travel-heavy client-facing environment.
• Contract management and billing experience preferred.
• Graphics and PowerPoint skills preferred.

Responsibilities

• Assist with word processing including revising client proposals and fee estimates, scope of services, forms, progress reports, and other project documents.
• Assist with producing plans, project manuals, and reports.
• Copying, printing, binding, filing, and scanning documents.
• Compile meeting agendas, minutes, and other miscellaneous documents.
• Proactively manage Outlook calendars (meetings/call scheduling).
• Book travel arrangements and manage expense reports.
• Support the office’s monthly invoicing activities.
• Partner with other administrative staff firm leaders.
• Manage reception activities including answering/directing phone calls, sending/receiving packages, greeting visitors.
• Order supplies.
• Maintain and upkeep production rooms, supply rooms, and common areas.
• Assist with event planning and coordination.
• Run occasional errands.

Skills

Communication

Attention to detail

Time management

Confidentiality

Team player

Proactive

Travel readiness

Tools

MS Office Suite

PowerPoint

Outlook

Job description

Kimley-Horn is seeking an Administrative Assistant to join our Pittsburgh, PA team. This non-remote role supports client proposals, project documents, and routine office operations. You will manage calendars, travel, invoicing, and reception while coordinating with other staff and leaders.

We value confidentiality, professionalism, and strong communication. The position emphasizes organization, accuracy, and readiness to assist with events and office needs in a dynamic environment.